STATE OF FLORIDA STATE OF FLORIDA RESOURCE AND FINANCIAL RESOURCE AND FINANCIAL MANAGEMENT POLICIES AND MANAGEMENT POLICIES AND PROCEDURES FOR EMERGENCY PROCEDURES FOR EMERGENCY MANAGEMENT MANAGEMENT Suzanne Adams, Chief Finance and Administration State Emergency Response Team
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STATE OF FLORIDA RESOURCE AND FINANCIAL MANAGEMENT POLICIES AND PROCEDURES FOR EMERGENCY MANAGEMENT Suzanne Adams, Chief Finance and Administration State.
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STATE OF FLORIDA STATE OF FLORIDA RESOURCE AND FINANCIAL RESOURCE AND FINANCIAL
MANAGEMENT POLICIES AND MANAGEMENT POLICIES AND PROCEDURES FOR EMERGENCY PROCEDURES FOR EMERGENCY
MANAGEMENTMANAGEMENT
Suzanne Adams, ChiefFinance and AdministrationState Emergency Response Team
Every picture tells Every picture tells a story.a story.
Every story is about a Every story is about a real family...real family...
Florida 2004 DisastersFlorida 2004 Disasters
Charley – August 13Charley – August 13 Frances – September 4Frances – September 4 Ivan – September 16Ivan – September 16 Jeanne – September 26Jeanne – September 26
2004 Hurricane Facts2004 Hurricane Facts
130 Deaths Nationally130 Deaths Nationally
Estimated $42 Billion Total CostsEstimated $42 Billion Total Costs
$22 Billion in Insured Wind Damages$22 Billion in Insured Wind Damages
INDIVIDUAL ASSISTANCEINDIVIDUAL ASSISTANCE
1.25 Million People Registered for 1.25 Million People Registered for Individual Assistance ProgramsIndividual Assistance Programs
IHP IHP $1.176 Billion$1.176 Billion
HAHA $557 Million$557 Million
SBASBA $1.74 Billion$1.74 Billion
ONAONA $620 Million ($155 Million in State $$)$620 Million ($155 Million in State $$)
Projected Public Assistance CostsProjected Public Assistance Costs
22,000 Project Worksheets (PWs) representing 22,000 Project Worksheets (PWs) representing an estimated $2.7 Billion are projected from an estimated $2.7 Billion are projected from 2,737 new Applicants .2,737 new Applicants .
33rdrd in Public Assistance funding in Public Assistance funding Behind only NYC 9/11/2001 ($7.4 Billion) and Behind only NYC 9/11/2001 ($7.4 Billion) and
the 1994 California Northridge Earthquakes the 1994 California Northridge Earthquakes
($6.99 Billion)($6.99 Billion) Hurricane Andrew had $1.84Hurricane Andrew had $1.84 Billion in PA fundsBillion in PA funds
Project Worksheets to DateProject Worksheets to Date 10,850 Obligated Project Worksheets10,850 Obligated Project Worksheets $1.05 Billion obligated$1.05 Billion obligated 9,086 Project Worksheets have been paid by 9,086 Project Worksheets have been paid by
the State.the State. Nearly $800 Million in Federal and State Share Nearly $800 Million in Federal and State Share
23 State Agencies Have Applied for Cost 23 State Agencies Have Applied for Cost Reimbursement under Public AssistanceReimbursement under Public Assistance
Project Worksheets Currently Total Project Worksheets Currently Total Approximately $150 MillionApproximately $150 Million
Projected Totals are Estimated Between Projected Totals are Estimated Between $185 and $250 Million$185 and $250 Million
Statewide PW's Unapproved PW's Approved Federal Share Paid State Share Paid Fed. In Process State In Process
Agency for Health Care Administration $18,573.70 $0.00 $0.00 $0.00 $0.00 $0.00
Commission on Community Service $0.00 $221,693.86 $157,903.25 $7,735.02 $0.00 $2,088.15
Department of Agriculture & Consumer Services $5,428,598.03 $1,825,628.30 $56,580.17 $6,101.73 $0.00 $0.00
Department Of Business & Professional Regulation $0.00 $473,538.98 $0.00 $0.00 $289,936.08 $22,858.53
Department Of Children & Families $340,635.77 $1,082,484.14 $348,198.59 $44,539.27 $69,063.21 $461.98
Department Of Community Affairs $19,366,624.09 $37,009,528.67 $33,308,575.80 $3,700,952.87 $0.00 $0.00
Department Of Corrections $1,008,077.59 $483,047.19 $3,978.16 $427.76 $313,149.82 $33,934.00
Department Of Education $57,583.93 $14,403.00 $0.00 $0.00 $7,267.95 $781.50
Department Of Elder Affairs $8,920.00 $0.00 $0.00 $0.00 $0.00 $0.00
Department of Environmental Protection - Division of State Lands $79,565.00 $0.00 $0.00 $0.00 $0.00 $0.00
Department Of Environmental Protection $1,238,233.81 $825,592.76 $256,142.93 $27,908.04 $319,370.63 $33,718.39
Department of Financial Services $0.00 $6,163,664.69 $5,441,623.87 $918.37 $0.00 $0.00
Department Of Health $1,201,978.62 $3,254,318.66 $1,866,850.76 $115,545.73 $349,458.81 $12,196.62
Department of Highway Safety & Motor Vehicles $1,440,549.08 $3,780,097.93 $1,941,391.75 $114,548.25 $1,684,168.59 $103,600.10
Department of Juvenile Justice $431,893.88 $1,326,492.67 $327,199.81 $33,805.11 $257,570.01 $28,301.64
Department Of Law Enforcement $0.00 $18,355,461.64 $362,913.20 $0.00 $15,407,783.46 $0.00
Department Of Lottery $0.00 $15,379.65 $3,694.75 $397.28 $0.00 $0.00
Department Of Management Services $246,664.88 $39,859.21 $12,206.80 $1,312.57 $653.23 $70.24
Department Of Military Affairs $25,283.68 $39,263,919.60 $10,724,901.14 $356,838.70 $1,914,028.80 $67,810.90
Department Of Revenue $56,682.69 $0.00 $0.00 $0.00 $0.00 $0.00
Department Of State $0.00 $192,527.18 $34,297.74 $3,687.93 $0.00 $0.00
Department Of Transportation $334,712.18 $35,799.76 $29,468.46 $3,168.65 $3,825.32 $411.33
Department of Veterans' Affairs $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
State Agency Total $31,284,576.93 $114,363,437.89 $54,875,927.18 $4,417,887.28 $20,616,275.91 $306,233.38
2004 2004 EVENTSEVENTS STATE AGENCY STATE AGENCY COSTSCOSTS
State of Florida Resource and Financial State of Florida Resource and Financial Management Policies and Procedures Management Policies and Procedures
for Emergency Managementfor Emergency Management
WHY ARE WE HERE?WHY ARE WE HERE?
We are not heroes, we are not We are not heroes, we are not responders, we are the responders, we are the
emergency emergency managersmanagers. Our job . Our job is to make sure they have what is to make sure they have what
they need to do the job.they need to do the job.
LEGAL AUTHORITYLEGAL AUTHORITY
1.1. GovernorGovernor
2.2. Division of Emergency ManagementDivision of Emergency Management
3.3. State Government AgenciesState Government Agencies
GOVERNOR’S AUTHORITYGOVERNOR’S AUTHORITY
Deploy and Use ANY………………..Deploy and Use ANY……………….. Suspend ANY………………………..Suspend ANY……………………….. Utilize and Commandeer ALL………Utilize and Commandeer ALL……… Make available ALL………………….Make available ALL…………………. Delegate………………………………Delegate………………………………
DEM’s ResponsibilityDEM’s Responsibility
Coordinate federal, state and local Coordinate federal, state and local emergency management activitiesemergency management activities
Assign lead and support responsibilitiesAssign lead and support responsibilities Provide support from within or outside of Provide support from within or outside of
the statethe state DelegateDelegate
State Agencies’ ResponsibilityState Agencies’ Responsibility
State Agencies’ Responsibility, State Agencies’ Responsibility, continuedcontinued
Funding Policy – First recourse for funding Funding Policy – First recourse for funding 252.37 FS252.37 FS
Agency Head determines immediate Agency Head determines immediate danger to public health, safety or welfare danger to public health, safety or welfare 287.057(5)(a) FS287.057(5)(a) FS
RESOURCE RESOURCE MANAGEMENTMANAGEMENT
BASIC PREMISEBASIC PREMISE
Emergency Events Are Going to Happen:Emergency Events Are Going to Happen:
1.1. We will respond with resourcesWe will respond with resources
2.2. These resources cost moneyThese resources cost money
3.3. It’s never built into your agency It’s never built into your agency annual annual operating budgetoperating budget
COMPREHENSIVE EMERGENCY COMPREHENSIVE EMERGENCY MANAGEMENT PLAN (CEMP)MANAGEMENT PLAN (CEMP)
EMERGENCY SUPPORT FUNCTIONS (ESF)EMERGENCY SUPPORT FUNCTIONS (ESF)
-- Assigns Responsibility based on Assigns Responsibility based on
How do you know which toHow do you know which to choosechoose??
COMMUNICATE WITH EACH OTHER!!COMMUNICATE WITH EACH OTHER!!
UTILIZE LOGISTICS and ESF 7UTILIZE LOGISTICS and ESF 7
USE COMMON SENSEUSE COMMON SENSE
FINANCIAL FINANCIAL MANAGEMENTMANAGEMENT
““WHO PAYS”WHO PAYS”GENERAL RULEGENERAL RULE
Resources are procured utilizing the Resources are procured utilizing the financial resources of the assigned financial resources of the assigned Agency/OrganizationAgency/Organization
RESPONSIBILITY FOR COSTS GO RESPONSIBILITY FOR COSTS GO WITH THE MISSION ASSIGNMENTWITH THE MISSION ASSIGNMENT
PLAN PROVIDES FOR DISTRIBUTION PLAN PROVIDES FOR DISTRIBUTION OF INITIAL FINANCIAL BURDEN OF INITIAL FINANCIAL BURDEN ACROSS STATE GOVERNMENT ACROSS STATE GOVERNMENT
FINANCIAL MANAGEMENT OF FINANCIAL MANAGEMENT OF EVENT COSTSEVENT COSTS
Each Agency is responsible for developing Each Agency is responsible for developing and implementing procedures and for and implementing procedures and for providing training related to continuously providing training related to continuously documenting disaster related response documenting disaster related response and damage costs.and damage costs.
Financial ManagementFinancial Management
Accurate and immediate tracking of all Accurate and immediate tracking of all force account labor, equipment, leases, force account labor, equipment, leases, purchases and contracts is crucial to purchases and contracts is crucial to recordkeeping.recordkeeping.
Costs should be CLEARLY linked to Costs should be CLEARLY linked to missions/tasks assigned in Tracker.missions/tasks assigned in Tracker.
Financial ManagementFinancial Management
Develop contract templates for likely services Develop contract templates for likely services before eventbefore event
Increase Limits on Visa Purchasing CardsIncrease Limits on Visa Purchasing Cards Develop cost tracking forms tailored to your Develop cost tracking forms tailored to your
agency and document everythingagency and document everything Set up unique cost codes in accounting system Set up unique cost codes in accounting system
for consolidating and tracking costsfor consolidating and tracking costs Use emergency vendor lists and commoditiesUse emergency vendor lists and commodities
Financial ManagementFinancial Management
Plan for initial “parking” of costs as Plan for initial “parking” of costs as reimbursement and budget authority may reimbursement and budget authority may take a while to processtake a while to process
Know and work with your OPB Budget Know and work with your OPB Budget Analyst. You may need to be advanced Analyst. You may need to be advanced funds if costs become unmanageable.funds if costs become unmanageable.
Plan ahead and TRAIN those who will be Plan ahead and TRAIN those who will be working the eventsworking the events
Financial ManagementFinancial Management
Finance Officers Conference Calls and Finance Officers Conference Calls and email is used to coordinate implementation email is used to coordinate implementation of this State Policy and to provide of this State Policy and to provide informationinformation
Initiated upon SERT ActivationInitiated upon SERT Activation
ECOsECOs
CommunicateCommunicatewith your agency finance staffwith your agency finance staff
NO STICKER SHOCK!!NO STICKER SHOCK!!
GETTING DECLARED AND GETTING DECLARED AND STARTING RECOVERYSTARTING RECOVERY
Obtain Federal DeclarationObtain Federal Declaration
Timely ReimbursementTimely Reimbursement
REIMBURSEMENT and REIMBURSEMENT and RECOVERYRECOVERY
AGENCY ESTIMATES VITALAGENCY ESTIMATES VITAL
Used to obtain disaster declarationUsed to obtain disaster declaration Used to determine State’s potential financial Used to determine State’s potential financial
obligationsobligations Provides realistic “whole” picture of disasterProvides realistic “whole” picture of disaster Serves as backbone for agency’s Serves as backbone for agency’s
reimbursement requests reimbursement requests
REIMBURSEMENT and REIMBURSEMENT and RECOVERYRECOVERY
Governor may prescribe policy relating to local Governor may prescribe policy relating to local matchmatch
Damage CategoriesDamage Categories
A - Debris A - Debris B - Emergency PreparationB - Emergency Preparation C - Roads and BridgesC - Roads and Bridges D - Dams and Earthen StructuresD - Dams and Earthen Structures E - BuildingsE - Buildings F - UtilitiesF - Utilities G - Misc. Infrastructure (Parks, etc.)G - Misc. Infrastructure (Parks, etc.)
FEMA DOES FEMA DOES NOTNOT COVER COVER Lost revenuesLost revenues Interest cost on loansInterest cost on loans Regular labor hours for debris removal Regular labor hours for debris removal
and emergency preparationand emergency preparation A portion of equipment purchased for A portion of equipment purchased for
emergency such as generatorsemergency such as generators Direct cost of administration of the grantsDirect cost of administration of the grants Local or State match portion of the grantsLocal or State match portion of the grants
OTHER FEDERAL DISASTER OTHER FEDERAL DISASTER PROGRAMSPROGRAMS
Individuals and HouseholdsIndividuals and Households
Crisis CounselingCrisis Counseling
Small Business AdministrationSmall Business Administration
Other Needs Assistance (25% state share)Other Needs Assistance (25% state share)
REIMBURSEMENTREIMBURSEMENT
Public Assistance applicants briefingPublic Assistance applicants briefing Request for Public AssistanceRequest for Public Assistance Subgrantee documentationSubgrantee documentation Project WorksheetProject Worksheet Public Assistance PacketPublic Assistance Packet Governor’s Authorized RepresentativeGovernor’s Authorized Representative Grants administration - Contract with Grants administration - Contract with
subgranteesubgrantee
$$$$$$$$$$$$
REIMBURSEMENTREIMBURSEMENT
Processing of Applicant requests Processing of Applicant requests restructured. restructured.
Centered on development and Centered on development and release of web-based portalrelease of web-based portal
Allows applicants to log in and access Allows applicants to log in and access grant information, generate reports, grant information, generate reports, view documents, and make requests view documents, and make requests in ‘real time’.in ‘real time’.
www.FloridaPA.orgwww.FloridaPA.org
DCA will seek source of funds for State Agencies match
DCA Serves as Grantee for FEMA funds
DCA requests budget authority to administer those funds
State government agencies MUST seek budget authority to utilize the reimbursed funds, including match
SUMMARYSUMMARY
PERFORM YOUR ASSIGNED MISSIONSPERFORM YOUR ASSIGNED MISSIONS
INITIAL FINANCIAL RESPONSIBILITY IS INITIAL FINANCIAL RESPONSIBILITY IS YOURSYOURS
MAINTAIN GOOD COST RECORDS FROM MAINTAIN GOOD COST RECORDS FROM THE VERY BEGINNINGTHE VERY BEGINNING
APPROPRIATE OPTIONS WILL BE PURSUED APPROPRIATE OPTIONS WILL BE PURSUED FOR REIMBURSEMENT OF COSTSFOR REIMBURSEMENT OF COSTS
Questions?
Policy handouts in back of roomPolicy handouts in back of room